Quick Start - Software Implementation Guide

This Quick Start guide will provide the necessary steps that will allow you to get up and running quickly on the software. By no means is this meant to be a replacement to the full online guide or formal training. It is simply a guideline and implementation aid.

Installation & Activation

You must install and activate your software before you can begin implementing.

Default Settings

1. Taxes & Other Charges (Master List)

2. Location Taxes & Other Charges

3. Methods of Payment (Master List)

4. Location Methods of Payment

5. Location Defaults

6. Location Labor Rates

7. The Work Order Designer

8. Work Order Formatting

9. Workstation Defaults Catalog/Time Tab

Service Offerings

1. Authoring Service Packages

2. Authoring Pinpoint Inspections

3. Authoring Common Complaints

Contacts

If you are switching from another management system there is a good chance your contacts can be imported for you. Contact your representative for details.

It is imperative that you identify your technicians, service advisors, and suppliers during this process.

1. Adding/Deleting/Updating Contacts

2. Employee Payroll Details

3. Location Parts Supplier Setup

Inventory

If you are switching from another management system there is a good chance your inventory list can be imported for you. If so, you simply have to input your quantities before starting.

It is imperative that the inventory count and value are accurate before you begin invoicing.

1. Unit Conversion Formulae

2. How do I manually create new inventory items?

   1. Open the Enterprise/Franchise/Setup Manager.

   2. Expand the hierarchy so that you are displaying the service category or sales department under which you wish to create the new inventory item.

   3. Right Click on the master materials list folder and then click on new material item.

   4. Enter the new material item's detail and then click save.

   5. Open the material price catalog report and search for the newly created item or items with master list chosen for the location parameter.

   6. Select the master material items you wish to stock at your location, right click and then choose stock this item.

   7. The items are now part of the master material catalog and are stocking items in your location.

   Create Inventory Tour

3. How do I setup and manage consignment inventory?

   Overview

   The idea of Sell on Consignment is to track and sell material items that have been “lent” to the shop by a supplier. Once the material is sold the supplier then bills the shop for the sold material and generally replaces the sold material with a new “lent” material.

   Procedure

   1. Setup material card in Setup or Enterprise, including all cost pricing, retail pricing, description, etc. On the Properties page check the Sell on Consignment box and enter the usual supplier for this material item.
      In an Enterprise setup, you should set the Sell on Consignment box at the Location Level as it is possible that not all Locations will sell this material item on consignment.

   2. Download the material card from Setup or Enterprise to the Location. On the Properties tab of the Materials Card identify who the normal supplier would be for that material item. Edit other fields as necessary. When finished activate the Save button.

   3. Use the Receive button on the Material card to create the initial stock. Identify the supplier and an invoice number. At this point this is really more of a packing slip number as you have not purchased this material at this point in time
      - In the GL, the value of the 1420 Materials account will increase by the cost of the material card times the number of units. The off setting entry in the GL is to the 2130 Consignment Liability account. The net to the Balance Sheet is zero. (NOTE: if you carry consignment items then the true value of your material would be the value of the 1420 Materials minus the value of the 2130 Consignment Liability accounts.)

   4. In the Purchases module, under Purchase Orders | Consignment Slips you will see, from your supplier an entry that lists the consignment material received from that supplier as well as the “packing slip” number. The Consignment Slips module is a “notepad” only and does not affect any area of Protractor. It can be “flushed” at anytime, but you would lose the notepad information. The Activity information for that material card is still in tact and accurate on the Material Card.

   5. When you sell and post a Consignment Material Item on a Protractor work order or counter sale, a Supplier Invoice is automatically created for the number of consignment units sold, under the default supplier for that material item. The supplier invoice also uses the invoice number created on the Consignment Slip. This supplier invoice corresponds to what is now owed to the supplier for the sold material, and should correspond to the invoice you will receive from your supplier for the sold material item. When the supplier invoice arrives, the invoice number will have to be updated.

   6. When new consignment materials are received, you receive the stock through the Material Card Receive button or from a Purchase Order. And a new Consignment Slip is created.

   If you return a consignment item, the item is placed in the return bin and supplier invoice is generated to offset the credit slip in accounts payable.

4. Use the Price Catalog Report to Recount your inventory.

5. Use the Materials Cost Report to verify beginning inventory totals are correct.

Work Orders & Invoicing

1. The New Work Wizard

2. Work in Progress

3. Work Order Documents

Accounting

1. Location Defaults

2. Setting up Bank & Credit Card Accounts

3. Setting up Asset Accounts

4. Setting up Liability Accounts

5. Setting up Equity Accounts

6. Setting up Other Revenue Accounts

7. Maintaining Master Expense Categories

8. Setting up Other Expense Accounts

9. Enter Opening Balances